Recruitment to HR
Ashby to BambooHR integration: hire, changed start date and employment status in BambooHR
With an integration between Ashby and BambooHR, a candidate with an accepted offer in Ashby becomes a new employee in BambooHR, with start date and employment status. KoppelHet converts the employment type from the opening into the first status row and updates BambooHR when the start date still shifts after the hire.
What the integration does
Organisations that recruit in Ashby and use BambooHR as their HR system change a start date that still moves by a week after the hire in BambooHR by hand. A new employee there also has no employment status yet.
- The offer is accepted and the candidate is marked as hired in Ashby.
- KoppelHet looks up the new employee in BambooHR and adds a first status row on the start date.
- If a new version of the offer with a different start date appears in Ashby, KoppelHet updates BambooHR.
- A value BambooHR rejects reaches HR as an alert.
What to watch for with Ashby and BambooHR
- A start date can still shift after the hire. KoppelHet watches for new versions of the offer in Ashby and puts the new date in BambooHR, as long as the employee has not started yet.
- Payroll salary fields in BambooHR require a birth date; without it the creation fails. If you do not want to ask for a birth date during recruitment, HR records pay in BambooHR.
- BambooHR creates an employee without a status row if it is missing. The opening in Ashby knows the employment type, such as FullTime, PartTime or Contract. KoppelHet converts that to the first status row in BambooHR.
- In Ashby the candidate's name is a single field, while BambooHR needs at least firstName and lastName separately when creating an employee. KoppelHet does not split the name blindly at the first space; a name with several parts goes to HR for a check.
- Without its own date, BambooHR dates the first status row on the hireDate or otherwise on today. KoppelHet explicitly passes the start date from the offer as the date of that row, so the status is right when hireDate and status are set in separate steps.
- Ashby passes a type with the candidate's email address: Personal, Work or Other. BambooHR has separate homeEmail and workEmail fields. KoppelHet puts a personal address in homeEmail, so no personal address ends up in workEmail.
- In the Ashby API the offer's start date is a date with a time, while hireDate in BambooHR is a plain date. KoppelHet takes the calendar date without converting to local time, so the start date does not shift by a day.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Ashby through the candidateHire webhook (Ashby-Signature) and offer.info (offersRead) for latestVersion and versions with startDate, plus the opening for employmentType.
- To BambooHR with update-employee for hireDate and a row in the employmentStatus table; an invalid list value returns 409.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ashby | Field in BambooHR | Notes |
|---|---|---|
offer.latestVersion.startDate | hireDate | Also updated after the hire |
opening employmentType (FullTime, PartTime, Contract) | employmentHistoryStatus | Lookup table to BambooHR's status list |
candidate.name | firstName en lastName | |
candidate.primaryEmailAddress | homeEmail (bij type Personal) | KoppelHet searches on it |
offer salary (value, currencyCode) | Salary |
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